Bill of Lading Checklist: Fields to Verify

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15 critical items still open - these are the highest-risk gaps.

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Parties and references

Shipper name and address match the commercial invoice and export documentsCRITICALConsignee name, address and tax ID match the invoice and letter of creditCRITICALNotify party is named with phone and email, or marked 'same as consignee'Carrier or forwarder name and booking number are correctPurchase order, invoice and shipper reference numbers are shownBill of lading type is right: straight, order, negotiable, sea waybill or express releaseCRITICAL

Routing and transport

Port of loading and port of discharge are spelled and coded correctlyCRITICALPlace of receipt and place of delivery are shown for door-to-door movesVessel name and voyage number are correct, or marked as pending for house billsOnward carriage or transshipment instructions are consistent with the bookingShipped on board date is present when a letter of credit requires itCRITICALNumber of original bills issued is stated, for example 3/3

Cargo description

Description of goods is specific and matches the commercial invoiceCRITICALNumber and kind of packages match the packing listCRITICALShipping marks and numbers match those on the cartons or palletsHS code is shown if the destination or carrier requires itDangerous goods are declared with UN number, class and packing groupCRITICALTemperature setting is shown for reefer cargo

Weights, measures and containers

Gross weight matches the weighed amount and the packing listCRITICALVolume in cubic metres is stated and consistentContainer numbers and seal numbers are accurate, check digits includedCRITICALContainer type and size are correctVerified gross mass (VGM) has been submitted to the carrierCRITICALPackages stated as 'said to contain' only where the carrier cannot verify contents

Freight terms and charges

Freight prepaid or collect matches the Incoterm and sales contractCRITICALIncoterm and named place are noted if required in the instructionsDeclared value is shown only if intended, with any higher-liability optionDemurrage and detention responsibility is understood and the free time is confirmedPayable-at location is correct for the freight invoice

Clauses, signature and release

Bill is clean, with no damage or shortage remarks on the cargoCRITICALSpecial clauses from the letter of credit are reproduced exactlyCarrier or authorised agent has signed and dated the billCRITICALDraft was approved by all parties before final issueAmendment fees and cut-offs after sailing are knownOriginal bills are couriered or released as agreed, with tracking recordedCRITICAL

Tick every item before approving the draft bill of lading. Any unchecked critical item can cause cargo holds, letter of credit discrepancies or costly amendments after sailing.

Shipping document control review

Optional: we can review how party, cargo and weight data move from your ERP into shipping documents and where mismatches creep in.

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How to use it

Review the draft bill of lading from the carrier or forwarder with the commercial invoice, packing list and booking confirmation open beside it. Tick each item as you confirm it. The critical items are the ones that most often trigger holds or bank rejections. Export the completed list to PDF or Excel as a record that the draft was checked, and send corrections in one message rather than several.

Types of bill of lading

A straight bill names a specific consignee and is not negotiable. An order bill can be endorsed and transferred, which makes it a document of title used with letters of credit. A sea waybill is a receipt and contract only, with no need to present an original at destination. Express release lets the carrier release cargo without originals once the shipper surrenders them. Choosing the wrong type is a common cause of delays and demurrage at destination.

Straight: named consignee, not negotiable
Order: negotiable, used with letters of credit
Sea waybill or express release: no originals needed

Where errors cost money

Amendments after the vessel sails typically attract carrier fees and take days, during which containers may accrue demurrage. A name mismatch between the bill and the letter of credit is one of the most common discrepancies banks reject. An incorrect gross weight can break a stowage plan or conflict with the VGM filing. Fixing errors at draft stage costs nothing, which is why the review should happen before cut-off.

Common mistakes

Approving a draft without comparing it to the invoice, mixing up consignee and notify party, leaving out seal numbers, and forgetting the number of originals are typical. Dangerous goods mis-declaration is serious and can carry penalties. Keep one controlled data source for party names and addresses in your ERP so that every document starts from the same master record.

Frequently Asked Questions

What is the difference between a master and a house bill of lading?

The master bill is issued by the ocean carrier to the shipper or forwarder. A house bill is issued by a freight forwarder or NVOCC to its customer, the actual shipper. The house bill describes the original sale contract details, while the master covers the forwarder's consolidated shipment. Check which one your letter of credit requires.

Do I need an original bill of lading to release cargo?

With an order bill of lading, the consignee typically presents an original to the carrier or surrenders it electronically. With a sea waybill or an express release, no original is needed. Confirm the arrangement with the carrier early, because lost originals delay release and increase storage and demurrage costs.

Can I correct a bill of lading after the vessel sails?

Usually yes, but it costs money and takes time. Carriers charge amendment fees and may reissue all originals. Changes to the consignee or the cargo description need the shipper's written request, and a letter of credit may need an amendment as well. Aim to approve a correct draft before the document cut-off.

What does 'shipper's load and count' mean?

It means the shipper loaded and sealed the container and counted the contents, so the carrier does not verify quantity or condition inside. Related phrases such as 'said to contain' protect the carrier from claims about contents it could not check. Cargo claims for shortage can then be harder to pursue.

If shipment documents are rebuilt by hand from emails and spreadsheets, Netray can help pull party, cargo and weight data from the ERP into a draft that a person then approves.

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